Workday Tenant Policies and Pricing

Tenant Policy and Pricing

Customers initially deploying the workday product for the first time will get below number of Initial tenants depending up on the size of the organization. Workers include both Employees and Contingent Workers (Contractors).

Core HR:

1. 3,501 - 20,000 Workers (4 Tenants)
2. 20,001 - 40,000 Workers  (5 Tenants)
3. Over 40,000 Workers  (5 Tenants)

Core Financials:

1. 3,501 - 20,000 Workers (5 Tenants)
2. 20,001 - 40,000 Workers  (5 Tenants)
3. Over 40,000 Workers  (6 Tenants)

Core HCM + Core Financials:

1. 3,501 - 20,000 Workers (7 Tenants)
2. 20,001 - 40,000 Workers  (7 Tenants)
3. Over 40,000 Workers  (8 Tenants)

Student Records or Admissions + Student Recruiting:

1. Less than 3000 Students (3 Tenants)
2. 3,501 - 9,999 Students (4 Tenants)
3. 10,000 - 19,999 Students (5 Tenants)
4. Over 20,000 Students (5 Tenants)

Adding other products like Payroll (1 Tenant) or Prism Analytics(2 Tenants) or Expense or Procurement (1 Tenant) will add the tenant count in addition to the above said.

Pricing:

It's not wise on my part to put the pricing, if you are interested please check the Community portal. 

All the pricing is dealt per month per tenant basis and categorized below number have different price attached to it.

# of Workers: <3,500

# of Workers: 3,501 - 10,000

# of Workers: 10,001 - 40,000

# of Workers: 40,001+

Points to Ponder:

• The additional tenants have a 3-month minimum duration.
• Customers can request to purchase a tenant by entering a purchase / renew tenant management request.
• Customers can purchase additional Implementation tenants at any time on a subscription basis, which can be used for training, implementing new functionality, testing changes to existing functionality, and more.
• The Initial HCM, Financials, and Student Implementation tenants expire 60 days after the customer’s Gold tenant is moved to Production. 
• The minimum duration for a purchased tenant is 3 consecutive months.
• The maximum duration for a purchased tenant is 1 year. A new order form will need to be processed after 1 year.
• At the end of the initial term, the tenant auto-renews on a 3 consecutive month bases for 1 year.
• Prism Analytics on additional tenant gives you 1 TB Storage with Published Rows up to 100,000,000

Additional Reads:

Workday Tenants

How to Know When the Tenant is Available after Schedule Updates

How to Know When the Tenant is Available after Schedule Updates

As we learnt, Workday Tenants are unavailable during .Weekly Service Updates and Workday Feature Releases

Your tenants some times may be available before the scheduled end time.  If you would like to be notified when any of your tenants become available after a Weekly Service Update or a Workday Feature Release,

Follow the below sequence of steps in which ever tenant the notification is required:

1. Create Custom Report - You can create your custom report with any report data source and fields. 
2. Create a new EIB Outbound Integration and use the newly created custom report as the data source. No Transformation required.
3. Use ‘Workday Attachment’ as the Delivery Method.
4. Set up the EIB Integration Notification (Trigger on Launch) to trigger when this EIB is launched. - Provide email IDs or Distribution list as who need to receive the notification also configure the Subject appropriately to indicate that your (PROD / Sandbox / Implementation etc.,) Workday tenant is available
5. Schedule the EIB to run after the maintenance window begins.( Weekly Recurrence 6:30pm PT on Friday for Sandbox and 12:30 am PT on Saturday for Production) 
6. When the service update is complete, the EIB will trigger automatically, and the notification email will be sent to indicate the tenant's availability.

Specially for Sandbox notifications, create the schedule in your Production tenant so that it copies over during the weekly Sandbox refresh.

Restricted to Environment - Sandbox  6:30pm PT on Friday
Restricted to Environment - Production 12:30 am PT on Saturday

Workday is planning for zero downtime as part of roadmap so, the above process would no longer be needed for the users to configure.

Tasks & Reports - Security

Tasks and Reports in Workday Security

List of frequently used Security Tasks and Reports in Workday

Start Proxy
Stop Proxy

Create Proxy access Policy
View Proxy access Policy

Maintain Functional Areas (T)
Functional Areas (R)

Compare Security of Two Workers
Compare Permissions of Two Security Groups
Maintain Permissions for Security Groups
Activate Pending Security Policy Changes

Create Security Group
Assign User based Security groups for a person
Edit Business Process Security Policy
View Security for Securable Items

Maintain Assignable Roles
View Assignable Roles
My Self Assign Roles
Unfilled Assigned Roles Audit

Role Assignment
Role Assignments for Worker Position
Roles for Organization and Subordinates
Duplicate Role Assignments

Domain Security Policy Summary
Domain Security Policy History

Workday EIB - Inbound

EIB - Inbound

The Workday Enterprise Interface Builder (EIB) tool provides an easy-to-use graphical and guided interface to define inbound and outbound integrations without requiring any programming. 

There are two types of EIBs - Inbound and Outbound. I encourage you to first read EIB Outbound. Here we will discuss about EIB Inbound.

The Inbound EIB is just like an Outbound EIB but the way of doing is just a mirror-image. When you want to load the data into Workday from different sources then you would use Inbound EIB. Bulk loads can be done through this EIB Inbounds.

Workday generates a default spreadsheet for the most common set of bulk update operations. These operations include mass payroll, time off, benefit adjustments, etc.

We need to download the generated spreadsheet, add data to it, and then use EIB to import it to the system and update all the records. If your data spreadsheet that you have loaded have any issues, it will notify you of any errors in the load process, and will even highlight which data in the input spreadsheet caused the issue.

Here are the three steps / phases involved in creating an Inbound EIB:

1. Get Data

Here in Get Data you define how you retrieve the data. This means how you input the data to workday. This Phase is very important as this defines how your transform and delivery phases are going to be, like what defaults it will pass on.

Below are the different formats that Workday accepts : Attach File at Launch, Amazon Simple Storage Service, FTP/SSL, REST URL, SFTP.

It is important to select the Web Service operation as to where exactly you want to load the data within Workday. For example if you are updating personal information or emergency contacts or one-time payments etc.,
Also there are different file types available to use

• Web Service Spreadsheet Template (Most commonly used), 
• Custom Object Spreadsheet Template (Used when loading the data for Custom Objects), 
• Predefined Template (less likely used)

2. Transform

Transform will be like using the default options, as this section depends up on the Get Data file type selection.

Custom Object Transformation - By Default and only option when selected Custom Object Spreadsheet Template in Get Data.
Template Model - By Default and only option when selected Web Service Spreadsheet Template in Get Data.

3. Deliver

Workday Web Service Operation is the default Delivery method for Web Services.

Custom Object is the default Delivery Method for Custom Objects.
Use the defaults and proceed.
---

Once you configure your EIB, its time to generate the spreadsheet template.

Go to Related Actions >> Template Model >> Generate Spreadsheet Template.  -- This will generate the excel sheet for the Web Service that you have selected.

These delivered spreadsheets can also be customized so that you can specifically identify the columns you need, hide irrelevant fields, etc. Use the Edit and View options in the Template model to edit your spreadsheet template. Once you have your data ready in the spreadsheet, you can launch your integration with below navigation.

Go to Related Actions >> Integration >> Launch / Schedule >> Integration Attachment 
Value Type: Specify Value
Value: Create Integration Attachment -- Here you will attach your data spreadsheet

Configuration of a Sample Inbound EIB:

Create EIB Task

Guided Path:

Get Data

Set Web Service Operation in Get data

 Transform

Deliver

Generate Spreadsheet from Template Model

Additional Reads

Workday EIB Outbound
Workday EIB Interview Questions

Workday EIB - Outbound

EIB Outbound

The Workday Enterprise Interface Builder (EIB) tool provides an easy-to-use graphical and guided interface to define inbound and outbound integrations without requiring any programming. 

There are two types of EIBs - Inbound and Outbound. Here we will discuss about EIB Outbound.

Outbound EIBs are used to extract data from the Workday system and send it to external system that could be a third party, vendor, legacy system or just a simple attachment. Mostly they are used to send a file to an external destination via ftp. 

Here are the three steps / phases involved in creating an Outbound EIB:

1. Get Data

In "Get Data" Phase, we will identify the data source. In 90% of the cases, this is will be a custom report and it should be an advanced report which acts as Report as a Service (RaaS). 

If you are specifying a Report Data Source, you can choose the format in which the report results can be delivered. 

Below are the different output formats: XML, simplified XML, CSV, JSON, GData, or RSS. 

You can also use Workday Web Service endpoint as the data source for an EIB.

2. Transform

This is used to transform the data from one format to other. You can either choose from the set of predefined (XSL) transforms, or specify a new one that you will define. The out-of-the-box options include transforms to CSV and Excel formats.This is an optional step if you do not want to transform anything. By default your EIB will produce an XML format.

When you use Custom Report as your Data source, you can make use of the Delivered Transformation or Custom Transformation. And when you use Web Service on the other hand, you will have only one option Custom Transformation.

Like said above, you can use None option if you don't want to transform.

New Custom Report Transformation: This is the delivered one's, it will allow you to use it for the first time, it will automatically create the transformation for your EIB. One you select this option, you will not see this later, It will become Custom Report Transformation.

Custom Report Transformation: Same as above. 

Custom Transformation: This is the custom transformation where you will write a XSLT for your XML and upload the same.

3. Deliver

The output resulting from executing the EIB can either be attached back to your tenant, or alternatively delivered to an external endpoint. 

Supported Delivery Methods are: Workday Attachment, FTP, HTTP/SSL, FTP/SSL, FTP, Email, AS2 

You can configure multiple delivery options for different tenants, For example - for production you may configure PGP Production Key and for non production tenants you may configure PGP non-Production Key. Additionally you can use Workday attachment to be delivered to the local tenant where the EIB is ran.

Configuration of a Sample Outbound EIB:

Create EIB task

Guided Path

Get Data

Transform

Deliver

Additional Reads:

Workday EIB Inbound

Workday EIB Interview Questions